Business travel management services

Summary

The tender is for arranging business travel for the buyer’s employees on demand. Services include booking and purchasing air, land and water transport; selecting routes; finding and booking hotels; arranging travel insurance, visas and other travel documents; and, if requested, organising attendance at trade fairs, conferences and other events. The supplier must also provide 24/7 telephone support to travellers and assist with travel disruptions and baggage problems. The maximum contract value is EUR 200,000 excluding VAT, and services will be ordered as needed. If the amount is not used during the contract period, the service term may be extended twice by six months, but services may be provided for no more than 36 months in total. Pricing combines fixed unit rates with reimbursement of justified third-party costs; related additional services may be ordered up to 10% of the contract value. For an order received by email, the supplier will generally provide at least three cost-effective offers within two working hours. For a complex itinerary, the deadline may be extended by agreement, but not beyond four working hours. Documents for the selected trip must be sent no later than one working day after the order is confirmed. The supplier must submit a detailed report of the previous month’s orders by the 10th of each month. Invoices are payable within 30 calendar days of receipt. To participate, the supplier must have the required authorisation to provide travel organisation services and IATA accreditation or equivalent evidence, at least one relevant contract worth EUR 70,000 or more performed or ongoing during the previous three years, at least two specialists with IATA or equivalent certificates, and the required environmental management system. The technical specification also requires at least two qualified specialists with at least two years’ experience serving large business clients. The tender must include the European Single Procurement Document; supporting evidence may be requested during the procedure and before award.